Executive Assistant/Project Coordinator

Executive AssistantBusiness support & General Project coordination for three members of the Medical Affairs Leadership Team including the Group Vice President.Duties and ResponsibilitiesBusiness support / Operations:Act as an Executive Assistant for the GVP, Head of Medical Affairs, the VP Medical Communications, Strategy and Operations & the Head of Evidence GenerationAct as business support for Medical Affairs DepartmentManage calendars, meeting preferences and email as requestedCoordinate and arrange team/working group meetings and video conferences (agenda, timing, location, attendees, facilities, notes etc.)Organize business travel and expense reportsProvide logistics support for internal and external eventsManage monthly accruals (follow up with agencies) and coordinate with FinanceSupport budget planning, tracking, and adjustments with team as requiredSupport with the Medical Affairs SharePoint (access management, uploading meetings folders, etc.)Update and maintain various contact listsAct as the first contact for requests of individuals this role directly supports.Ambassador for Medical Affairs DepartmentTeamwork with Administrative Assistants across the company from other functions on joint meetings and projectsTo the extent that it may be required, support contract management which may include the creation of vendors profile, contracts online requests, generate purchase orders, DocuSign, invoicing, maintain the project tracker up to date, follow-up with Legal & Finance departmentsProject coordination:Project coordinator for assigned projects and assist with other projectsCoordinator for the Project management core team, resources, equipment, and informationImplement and maintain appropriate project management processes where neededCommunication and planning managementRequirementsBA or equal by experience5+ years' experience working for a multi-national company in a similar position or support of similar senior managementWell organized, willingness to solve problems and honor deadlines, reliable, great communication skills and discretion & ability to handle sensitive information are a mustExcellent proficiency with Office software systems (Excel, Word, PowerPoint) and OutlookKaztronix is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status or any other consideration made unlawful by federal, state or local laws. In addition, all human resource actions in such areas as compensation, employee benefits, transfers, layoffs, training and development are to be administered objectively, without regard to race, color, religion, age, sex, national origin, disability, veteran status or any other consideration made unlawful by federal, state or local laws. By applying to the position, you acknowledge that your information will be used by Kaztronix in processing your application.